Gors Community School Health and Safety Policy

Last modified 12/02/2017 21:40


Gors Community School – Ysgol Gymunedol y Gors

Health & Safety Policy

 ‘Imagine the world

Dychmygwch y Byd’



1.0 Introduction

All departments across the City and County of Swansea have fully adopted the corporate health and safety policy. To assist with the safe operations it is necessary for, local arrangements to be drawn up and documented by using the pro-forma contained within this document. On completion, the premises manager/managers must ensure that the Corporate Health and Safety Policy and the local arrangements is communicated to all employees and stakeholders where required. The Arrangements should be read in conjunction with the Corporate Health and Safety Policy



1.2 Health and Safety Committee/ meetings

Health and Safety Committee/ meetings should be held regularly to consider health and safety planning and organisation, the implementation of policies and to review and monitor performance. The Committee structure consists of Safety Groups and Directorate Health and Safety Committees. –

The committee structure will provide an essential Health, Safety and Wellbeing communication mechanism across all areas of the organisation


1.3 Local arrangements

The following procedures and arrangements have been established to eliminate or reduce health and safety risks to an acceptable level and to comply with minimum legal requirements.


2.0 Accident /Incident and Physical/Verbal Abuse Reporting

All Managers will ensure that accidents and cases of physical or verbal abuse are reported to the Corporate Health and Safety section by completing the HS1, HS2 or HS3 form as soon as is possible. (These forms are completed on line)

Any serious injury or incident (including any “near miss” incident) must be reported immediately to the CHSWS and the appropriate HS form completed. The details will then be forwarded to the HSE. All “RIDDOR” reportable accidents/incidents will also be investigated by the CHSWS, and a written report will be sent to the affected person(s) line manager

Details of all accidents must be kept at all work locations and these must be available for audit purposes and inspection.



2.1 First Aid

The following staff members at the school are the named first aiders and will be responsible for the maintenance and upkeep of the first aid provisions:

First Aiders – Jane Davies, Sheri Hamilton-Shaw

Emergency First Aiders –  Tanya Folignio, Alison Wright, Karla Edgecombe, Jess Symmons, Melanie Lewis, Jo O’Donnell, Sue Evans.

The location of the first aid box/provisions are:  School Office.  Portable first aid bags are carried by First Aid trained TA’s to deal with minor cuts and abrasions’ in the school playground.  Portable first aid kits are taken on school visits.

First aid kits are checked and replenished monthly.


 In the school office.

In the event where an ambulance needs to be called it will be necessary to inform CHSWS via the relevant HS form.

In school it is the responsibility of the school clerk – Jane Davies or in her absence

Sheri Hamilton- Shaw to call for an ambulance.


2.3 Asbestos

The City and County of Swansea will undertake a detailed and comprehensive survey and a report provided to the premises manager. The City and County of Swansea and the designated premises manager are responsible for the management of asbestos. Information must be cascaded to all employees on the location of asbestos within the premises and how it will be managed. Also arrangements to ensure contractors and any other person who may be exposed to asbestos are made aware of its location and have sight of the plan prior to starting any work(s) on the premises.

Information and instruction must be provided to employees and contractors to include the following:

  • Not to drill or affix anything to walls without first obtaining approval from premises manager and checking the plan
  • Reporting of damage to asbestos materials and emergency procedures.
  • The location of the Asbestos Survey plan is located


In the School Office


Employees should report any concerns to the premises manager and if required Corporate Health Safety and Wellbeing services and Facilities management.

Further guidance is available on the following link:



 2.4 Contractors

When managing contractors at the premises/school, the following information will be provided at a minimum that includes:

  • Asbestos survey of the building

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  • Fire Risk Assessment and Arrangements
  • Signing in and Out Procedures
  • Arrangements for induction of contractors to exchange health and safety information and agree safe working arrangements, risk assessments, and duration of the visit

Contractors sign in and are given ID badges to wear which have school fire procedures on the back.


Employees should report concerns to the premises manager and if required Corporate Health Safety and Wellbeing services and Facilities management.


2.5 Curriculum Safety – Schools specific

Curriculum safety includes out of school learning activity/study support. All employees/ teaching staff must where appropriate undertake suitable (written) risk assessments prior to commencing high risk activities, or when using specific equipment for curriculum purposes e.g. Interactive Whiteboards, cooking or science equipment. Documented arrangements for the control of safety in specific subjects such as PE, Science, Technology/CDT and reviewed at periodic intervals.

The corporate risk assessment template is available on the link: http://staffnet/index.cfm?articleid=25650


2.6 Drugs & Medications – Schools

Gors primary school have robust procedures in place for the control and storage of medication in schools. The schools procedures include the following:

Care Plans – these are shared with staff concerned,

Medication - parental requests forms for school to administer any medication are filled in at the school office for medicines to be administered, All medication is stored in school office (either in locked cupboard or in the fridge). Children are taken to the office to receive their medication at the time stated by parent following details given in parental form.


2.7 Inspections and servicing of Electrical, Water, Gas systems and equipment

The City and County of Swansea will undertake detailed inspections of the fixed installations at the agreed set scheduled frequency by suitably qualified persons. The premises manager/Headteacher will ensure that all related documentation is maintained on site as a point of reference. Details will include the names of Inspecting Body, Servicing Body, Certificates, any resulting reports, information of necessary maintenance etc.  Certificates are kept in Health and Safety File or Fire File.

All portable electric equipment must be subject to testing by a competent person.

Caretaker – Jeff Miles

Reference can be made to the following link or contact Facilities Management



Electrical Equipment (fixed & portable)

2.7 Visual Inspections

Details of and the frequency of visual inspections, examinations will be carried out by a competent person. Information will be retained on site in the form of documentary evidence i.e. the records of inspection.

Only on the authorisation of the head teacher, will personal electrical equipment be permitted on site. This will be subject to PAT testing in line with the CCoS procedures.


2.8 Fire Precautions & Procedures

A review of the fire risk assessment and arrangements will be undertaken by the Premises manager / Headteacher at least annually or in the event of change in level of risk or operations of the building. The Normal Operating Procedure (NOP) and Emergency Action Plan (EAP) will include the arrangements for periodic drills, procedures to be followed, staff with special responsibilities e.g. fire marshal etc, assembly points, maintenance of fire exits /escape routes, maintenance of fire extinguishers, staff training, calling the fire service, testing the fire alarm, emergency lighting etc. The Fire Risk Assessment, NOP and EAP is located

In Head Teachers Office – Fire Safety File

All staff must ensure that they are fully conversant with the documentation.


 2.9 Fire Risk Assessment

The Premises manager/Headteacher will be required to undertake a Fire Risk Assessment, of the premises and undertake a review at least annually. Guidance and assistance in this undertaken can be sourced from Corporate Health Safety and Wellbeing Services and Facilities Management. The content of the risk assessment and development plan must be communicated to all employees, including temporary/ agency workers. The Fire Risk Assessment is located

In Head Teachers Office – Fire Safety File


2.10 Hazardous Substances (COSHH)

Premises Managers/Headteachers need to be provided with full information of chemical substances present at their premises or facility. Records must be kept that will assist Managers with the related responsibilities – to themselves, their staff members and visitors to the Authority’s premises. Information on site should include Substance Data Sheets provided by manufacturers or suppliers, an Inventory of Substances, and suitable and sufficient risk assessments.

 Managers have the duty to give suitable and sufficient information, instruction and training to employees exposed to substances hazardous to health. This must include the safe handling and storage of the substances.

Staff will attend COSHH training as required and when deemed necessary

Any chemicals or substance used on the premises must be approved by the premises manager/Headteacher and where required Corporate Health Safety and Wellbeing Services.



Staff wishing to bring products on site must have the full authorisation from the head teacher/ deputy head teacher. All products must be supported with a risk assessment for use and stored appropriately in line with the manufactures instruction.


2.11 3rd Party Letting /shared use of premises

Any 3rd party letting of the premises must be registered with Facilities Management. 3rd party letting consent is available on the link below.

All premises managers must ensure that all operating procedures and risk assessments are reviewed as part of the 3rd party letting agreement. This includes fire risk assessment, lone working, building security etc.

Further guidance is available on:



2.12 Lone Working

All reasonable steps will be taken to ensure the safety of staff and others working in isolation within the school or surrounding areas – this including the grounds of the school.  

All works carried out in isolation will be risk assessed by the manager/ premises manager/Headteacher and a safe working procedure developed for all such tasks. Information will be provided for all staff who may work alone.


2.13 Maintenance/Inspection of Work Equipment (including selection of equipment)

All work equipment within premises will be subject to inspection and testing. The equipment will vary from premises to premises and site to site. (See H&S file / Fire Safety File for list of equipment and checks)

The type of checks required and frequency, who undertakes the checks should be documented together with what records must be kept. When new equipment is required, who selects this and defines whether it is suitable, who ensures that equipment is installed correctly. PAT testing is carried out on all electrical equipment by the Caretaker as part of a rolling programme.  Teachers visually inspect their classrooms and equipment prior to use and report any faults /concerns to Headteacher and Site Manager.


2.14 New & Expectant Mothers

Specific assessments for new and expectant mothers will be undertaken by the premises manager and reviewed at pre-determined intervals. Personal risk assessments will be stored securely in person’s personnel file and copies will be provided to the HR department. Further guidance on risk assessments can be found at:



2.15 Personal Protective Equipment (PPE)

Where required and through the process of risk assessment, PPE will be provided to all employees where required. Any user must ensure that PPE is inspected prior to use, maintained in good repair. Defective equipment must be reported to the premises manager/Headteacher and decommissioned where applicable. All PPE must be used in conjunction with instruction and training. Necessary PPE will be provided free of charge where risk assessment determines to be necessary.


2.16 Reporting Defects

All employees have a responsibility to report any defective equipment to the premises manager/Headteacher or their line manager. Where defective equipment has been identified, this must be taken out of use and isolated to ensure future use is prevented.


2.17 Risk Assessments

The premises manager/Headteacher and nominated employees will undertake risk assessments where and when required. Risk assessments will be reviewed at a minimum annually or where there has been a significant change. Significant change may include a change to a work process, work equipment’ work practices or a change in staff which may have introduced new hazards or increased the risk of existing ones. Risk Assessments are located in Health and Safety File

Further guidance is available at: http://staffnet/index.cfm?articleid=8600


2.18 School Trips/ Off-Site Activities – Schools specific

Any school trips or off site activities must be planned and undertaken in conjunction with the National Guidance. All visits must be approved by the Educational Visits Coordinator (EVC) – Chris Jones. All documentation will be stored centrally at the school as a point of reference. The school use ‘Evolve’ for residential and school trips. This includes:

  • Details of the pupils and staff attending the residential trip.
  • Details of the venue and the planned activities; as well as the relevant insurance/risk assessments that have been completed by the residential establishment.
  • Our own completed risk assessment along with any details of pupils with medical or physical needs (medical plans if necessary).
  • Details of the bus company used (along with insurance details created by the bus company).
  • Example copies of consent forms to parents.

Only once this has been agreed and signed off by the Head Teacher or Deputy Head will the trip be authorised. This is sent  LEA 28 days before the pupils attend the residential trip for final approval.


2.19 Use of Transport vehicles – e.g. minibuses

Any employee who is required to drive any minibus must be suitably trained (MiDAS) and approved by the transport department. The premises manager/Headteacher will make arrangement to undertake annual inspections of driving licenses where required. Further guidance is available from the City and County of Swansea Transport Department. The school checks all MOT, insurance certificates and drivers licences on a regular basis to enable staff to use their cars for work purposes – e.g travelling between school and courses.


2.20 Use of Display Screens (DSE)

Any employee who is required to use a DSE must undertake a self-assessment of their working environment/ ergonomic assessment. The assessment will be reviewed at regular intervals and held centrally with the premises manager. All employees must ensure that they are fully conversant with the CCoS policy and procedures and further guidance is available on the following link:



2.21 Working at Height

Restriction apply to working at height and these include the use of steps and ladders where required. Only employees who have received appropriate training will be permitted to undertake these tasks and detailed risk assessments will be undertaken for each activity.  Staff receive regular reminders through ADDS training or Memos of tasks that could put themselves at risk including working at height.


2.22 Work Experience

The premises manager/Headteacher/Line managers must ensure that suitable and sufficient arrangements are in place for assessing potential work placements and these are communicated to all appropriate personnel. Arrangements must include a process of induction; identify training requirements and supervision of all work placements when engaged. Detailed risk assessments must be completed and communicated to appropriate persons.


2.23 Instruction and Training

Health and Safety legislation requires employers to provide training, information, instruction, and supervision to ensure, the health, safety and wellbeing of its employees at work. The Authority has put in place mandatory Health and Safety training for all levels of employment within organisation. Additional training and instruction is the responsibility of the Head Teacher/ Deputy Head Teacher or member of the SMT, who will assess the Health and Safety training needs of the employee.


  • On being exposed to new or increased risks i.e. employees transferring, or taking on new responsibilities
  • A change in their work equipment or systems of work used.
  • Refresher training will be given as and when deemed necessary
  • On the job H&S instruction and training
  • Specialist H&S training according to need
  • Fire Risk Assessment and Arrangements
  • Signing in and Out Procedures
  • Arrangements for induction of contractors to exchange health and safety information and agree safe working arrangements, risk assessments, and duration of the visit

All training will be recorded on the schools training matrix and updated where required.


2.24 Supervision of Playtimes

TA’s and teachers have a rota of supervision duties that ensure that children are supervised appropriately during playtimes (including Wet playtimes).  All staff receive regular training regarding safeguarding, behaviour management and first aid.  TA’s are given specific areas to be responsible for which ensures all areas are visible and one TA is positioned by the school gate to ensure that it remains locked and prevents anyone entering or leaving the yard.  This ensures that no unauthorised adults, parents or children from the nearby Step Ahead centre can enter the area during playtimes. (see Playground map).  Staff carry whistles which are blown in incidents which require children to stop and line up immediately.  The Playground is checked daily by caretaker to ensure its safety for use (e.g.rubbish, sharps, glass animal waste etc).  There are designated first aiders in both playground areas. Children who need to re-enter the building during playtimes (e.g to go to the toilet) are monitored and given indoor pass badges to monitor how many are inside the building during this time.  There is a member of staff allocated to supervising the indoor corridors. Staff absences are reported to Claire Seabright or to Head Teacher for cover to be arranged.


2.25 Site Security

Gates are locked and access into the playground denied during the main parts of the school day.  They are locked by members of staff and opened only during opening and closing times. (see site security risk assessment for times and delegated staff)


2.26 Indoor Gardens

Maintenance of gardens is through the school caretaker and as part of the CCOS SLA. It is checked daily prior to children accessing the area.  Risk assessments are carried out for its general use and any other specific activity e.g pond dipping. Children are only permitted into these gardens with adult supervision.  The school pond has a 1.2m perimeter fence and meets CCOS guidelines. The gate is locked.  When the garden is not supervised by a member of staff it is locked by a high bolt preventing any children accessing the area.


2.27 Flying Start

There is a Flying Start provision located at the school but runs independently.


2.24 Lockdown Procedures

In the event of an emergency or threat to the school, the school has a lockdown policy which includes the division of responsibility and plan of action.  All staff receive regular training on the procedures. 


3.0 Corporate Health Safety and Wellbeing Services

Competent Health and Safety Advice is available for the City and County of Swansea’s Corporate Health Safety and Wellbeing Services on 01792 636210 Email address:

healthandsafety@swansea.gov.uk or http://staffnet/index.cfm?articleid=9828


Occupational Health - http://staffnet/index.cfm?articleid=12302